Expatriate Services Division (ESD) Application and Photo Requirements for Expats in Malaysia

Malaysia remains a prime destination for skilled expats due to its robust economy and strategic location in Southeast Asia. The Expatriate Services Division (ESD) streamlines the hiring process for foreign talent, helping businesses to fill specialized roles quickly, while ensuring they're following Malaysian immigration rules.

This guide provides all the information you need about the ESD, including the eligibility criteria and application process. We will also provide tips on how to obtain an ESD-compliant photo in a matter of seconds.

Table of contents

• Overview of ESD and Employment Pass (EP)
• Eligibility criteria for company registration with ESD
• Employer registration with ESD
• ESD application process for expatriates
• Photo requirements for ESD expatriate applications (Employment Pass or similar)
• Get a digital photo for an ESD application online!
• ESD ID photo app
• ESD application processing time
• Post-approval steps

Overview of ESD and Employment Pass (EP)

What is the ESD? — The Expatriate Services Division (ESD) is a specialized branch of Malaysia's Immigration Department, set up in June 2014 to simplify and improve the process of hiring expatriates for businesses in Malaysia. Acting as a centralized hub, the ESD allows both companies and expatriates to manage all immigration matters related to expatriate work through a single online portal.

The ESD offers various services:

• Employment Pass
• Residence Pass-Talent
• Professional Visit Pass
• Dependant Pass
• Long-Term Social Visit Pass
• Social Visit (Temporary Employment) — Foreign Maid Pass.

What is the EP? — The Employment Pass (EP) serves as a Malaysian work permit visa for foreign nationals seeking employment in the country. It grants them permission to work for a specific employer in a designated job role, with applications processed mainly through the ESD portal.

There are three primary categories of the EP in Malaysia:

Category I
Reserved for highly skilled and critical roles (such as CEOs, directors, and senior managers). The minimum monthly salary requirement is RM 10,000 (about USD 2,326). The pass can be issued for up to 5 years, with an option to renew. It allows dependents and foreign domestic workers to accompany the expatriate.

Category II
Designed for managerial and professional roles (like managers, lecturers, and architects). The salary range for this category is between RM 5,000 (about USD 1,163) and RM 9,999 (about USD 2,326) per month. It is valid for up to 2 years and can be renewed. Holders can bring dependents and foreign domestic workers.

Category III
Meant for technical or skilled non-executive roles (such as designers, craftsmen, and technicians). Eligible salary ranges from RM 3,000 to RM 4,999 monthly (from USD 698 to USD 1,163). The pass is valid for up to 12 months and can be renewed twice. Dependants and foreign domestic workers are not permitted under this category.

Eligibility criteria for company registration with ESD

To register with the ESD and hire expatriates in Malaysia, companies need to meet certain legal registration criteria and have a minimum paid-up capital. The requirements are outlined below:

Legal registration status
Companies must be registered with one of the following entities:

• The Companies Commission of Malaysia (SSM) under the Companies Act 1965
• The Registry of Societies Malaysia (ROS) under the Organisation Act 1966
• Other relevant Malaysian bodies for associations or cooperatives

Minimum paid-up capital requirements
The necessary paid-up capital is determined by the company's ownership and business sector:

• Fully locally owned: RM 250,000 (approx. USD 58,160).
• Joint venture (at least 30% foreign equity): RM 350,000 (approx. USD 81,424).
• Fully foreign owned: RM 500,000 (approx. USD 116,320).
• Foreign-owned with over 51% foreign equity in Wholesale, Retail, Trade: RM 1,000,000 (approx. USD 232,640). Additionally, a valid Wholesale, Retail, and Trade (WRT) license is required for companies in these sectors. Companies in certain unregulated service sectors should check for any extra requirements with the respective authorities.

Required documents
Before the Malaysia ESD registration, companies need to gather and submit several documents. Here is the document ESD application checklist:

• Copies of all directors’ MyKad or passports
• Company profile
• Recent phone bill
• Tenancy or Sales & Purchase Agreement for the business location
• Latest e-SSM printout and certified true copies of SSM Forms 9, 24, and 49
• Most recent audited financial report
• Local authorities license, if applicable
• Other necessary business licenses (e.g., WRT, CIDB)
• Any additional documents requested by the ESD during the registration process.

Employer registration with ESD

To hire expatriates in Malaysia, it's essential for a company to first register with the ESD as an employer. This registration is compulsory and must be completed before submitting any applications for Employment Passes or other expatriate-related permits.

Here is how to register:

1. Set up an account on the ESD portal and fill in the necessary company details.
2. Upload all the required documents, which are listed above in the article.
3. Submit the application for review and verification by ESD officers.
4. Once approved, the company can proceed with applications for expatriate positions and permits.

ESD application process for expatriates

Here's a step-by-step guide to the ESD application process for hiring expatriates:

1. Company registration and activation: After ESD registration approval, the company signs a Letter of Undertaking (LoU) and gains access to the ESD portal for expatriate applications.
2. Approval of expatriate positions (quota/projection): Before submitting individual applications for expatriates, companies may need to seek approval for the number and specific types of expatriate roles they intend to fill (quota/projection).
3. Application submission via ESD portal:
   • Log in to the ESD portal using the company’s approved account.
   • Prepare all necessary documents for the expatriate and any dependants (if applicable).
   • Enter the details for expatriates and dependants, select the role from the “Position Setup” list, and upload all required documents.
   • Submit the fully completed application via the portal.
4. Processing and evaluation: The MYXpats Centre reviews the application for compliance and suitability.
5. Notification and approval: Companies receive status updates (approved or rejected) through the ESD system. If approved, the approval letter can be printed from the system, and any applicable immigration fees will be communicated.
6. Visa with reference (VWR) letter: If needed, the Visa with Reference (VWR) letter can be collected at the MYXpats Centre or ESD Putrajaya.
7. Passport endorsement: After paying the immigration fees, the passport can be endorsed at the MYXpats Centre, ESD Putrajaya, or any Immigration state office. Upon passport endorsement, the expatriate is permitted to start working.

Photo requirements for ESD expatriate applications (Employment Pass or similar)

For your work pass application photo, make sure it meets these guidelines:

• The ESD photo size should be 35 × 50 mm.
• Digital dimensions are 99 × 142 pixels.
• File size must be less than 20 KB.
• The file format is JPG or JPEG only
• You should face the camera directly with a neutral expression.
• The picture should capture you from the shoulders to the top of your head.
• Use a plain white backdrop with no shadows or distracting items.
• The photo should be no older than six months.
• Headgear is not allowed unless worn for religious purposes, like a hijab, but it must not cover your face.
• Glasses are permitted, but they must not obscure any part of your face.
• The photo must be of high quality, ensuring clear recognition: well-lit, sharp, and not blurry.

Here is an example of the employment pass photo 35 × 50 mm and the digital 99 × 142 pixels photo:

Get a digital photo for an ESD application online!

To easily ensure your photo meets the Malaysian employment pass requirements, try using online professional tools like Visafoto.com. Our tool quickly converts your image to meet all official criteria. Since 2013, Visafoto has been adapting photos for passports, visas, licenses, and many other documents worldwide.

Here's how to begin: Simply take a photo in natural light and upload it to our tool below. We’ll take care of the format, background, and size adjustments for you.

Upload a photo like this:

You'll receive both a digital version for online applications and a print-ready format. If you're not happy with the outcome, we offer a free photo replacement. In case your photo is not accepted by authorities, we provide a full refund.

ESD ID photo app

Introducing another excellent tool for getting the perfect ID photo: the 7ID App by Visafoto.com. This app is available for both iPhone and Android, and it helps you create ID, passport, and visa photos directly from your smartphone.

Using 7ID is straightforward: upload your picture, select the document type and country, and the app will automatically adjust your photo to match official standards, including 35×50 photo size, the right format, background color, and positioning for your face and eyes.

You'll get a digital copy plus a print template compatible with standard paper sizes like 4×6, A4, A5, or B5. If you need help, our technical support team is ready to assist you 24/7.

ESD application processing time

Typically, the processing time for ESD expatriate applications, such as Employment Passes, is about five working days after submitting all necessary documents. For online applications, processing might be as quick as three working days, plus an additional 24 hours for system updates.

If your application is rejected, and you need to appeal, the process might take up to 30 working days.

To check your work pass application status, follow these steps:

1. Go to the ESD application status page on the Immigration Department of Malaysia’s website.
2. Enter required details:
   • the expatriate applicant’s passport number;
   • the company registration number;
   • the captcha code shown on the page.
3. Click the “Check Status” button. The system will show the current status of your application.

Post-approval steps

After receiving approval for an expatriate application through the ESD portal, the following actions are necessary to complete the process and enable the expatriate to start working in Malaysia:

1. Download and print the approval letter from the ESD portal, as it's required for subsequent steps.
2. Pay required fees: The system will inform you of the applicable immigration fees online. Payments can be made at the MYXpats Centre counter.
3. Visit the MYXpats Centre or a designated Immigration office in person to endorse the EP sticker, bringing:
   • original passport;
   • copy of the approval letter;
   • payment receipt;
   • completed DP11/DP11A Form.
   The applicant's physical presence is required for this procedure.
4. Once the EP sticker has been added to the passport, retrieve it from the MYXpats Centre or specified office.

If the applicant is entering from outside Malaysia, they have 30 days from their arrival date to complete the endorsement process. The expatriate can only start working in Malaysia legally once the EP sticker is affixed to the passport.